A curriculum vitae (CV) or résumé is a brief summary of your education, work experience, skills, and achievements. The distinction between the two terms reflects regional and academic conventions: North America typically uses “résumé” for applications, while the UK and academia use “CV” (though the terms are increasingly interchangeable for university admissions).
For university applications, a one-page résumé is standard for undergraduate and most Master’s programmes, while a two-page academic CV is common for PhD applications, especially in research-intensive fields where publications or substantial research experience are expected.
Key facts
- Undergraduate applications: One-page résumé (optional for some programmes; required for competitive institutions)
- Master’s applications: One-page résumé; up to two pages if significant work or research experience
- PhD applications: One to two pages, may extend to three if publications or extensive research; field-dependent
- Typical format: Chronological (most recent first) or combination (education and key experience first, then chronological work)
- Font and margins: 11–12pt sans-serif (Calibri, Arial) or serif (Times New Roman); 0.5–1 inch margins; single-spaced
- Length limit: Strict: one page for UG/Master’s; two pages maximum for PhD unless field convention exceeds this
- Key sections: Education, work/internship experience, research (if applicable), skills, languages, awards/scholarships
- Optional sections: Volunteer work, presentations, publications (PhD), projects, certifications
- Formatting: Clean, consistent; no graphics, images, or heavy formatting (ensure PDFs render correctly)
- Who reads it: Admissions committees, faculty advisors, programme directors
- Assessment focus: Maturity, depth of experience, relevance to programme, academic rigour
How it works
Undergraduate résumé:
- Header — Full name, contact email (active), phone number, city/country. No photo (unless stated).
- Education — School name, graduation date (or expected), relevant coursework (if strong), GPA (if 3.7+; optional otherwise).
- Work and internship experience — Job title, organisation, dates (month and year), 2–3 bullet points per role focused on achievements and skills (not duties).
- Extracurricular activities — Leadership, clubs, or sustained commitments; 1–2 bullets per activity.
- Skills — Languages (with proficiency level), technical skills if relevant.
- Awards or scholarships — Only if significant (school prize, merit award, or competitive selection).
- Proofread — No spelling errors; consistent formatting.
Master’s résumé or CV:
Same as undergraduate, plus:
- Research experience — Undergraduate thesis, lab placements, independent projects (title, supervisor, institution, 2–3 bullets explaining findings or methodology).
- Work experience — More substantial; 2–3 years of post-secondary work is typical.
- Extended section: Languages, certifications, or professional memberships (e.g., IEEE membership).
PhD CV:
- Header — Name, email, phone, institution/affiliation.
- Education — Degrees, institution, year (reverse chronological); thesis title if applicable.
- Research experience — Significant research projects, theses, and field work.
- Publications — Peer-reviewed articles, conference presentations, technical reports. Use standard citation format (APA, IEEE, or discipline-specific).
- Presentations — Conferences, seminars, poster sessions; distinguish invited from submitted.
- Awards and funding — Competitive grants, scholarships, fellowships, teaching awards.
- Teaching experience — TA roles, course design, mentoring.
- Skills — Computational, laboratory, analytical.
- Languages and certifications — Proficiency levels.
- Professional affiliations — Memberships in academic societies.
What reviewers look for
Undergraduate and Master’s:
- Relevant experience — Internships, projects, or volunteer work aligned with your programme
- Leadership or depth — Evidence of sustained commitment, not a list of memberships
- Metrics and outcomes — Quantifiable achievements (“increased efficiency by 25%”) rather than generic duties
- Academic credibility — GPA, relevant coursework, or research if exceptional
PhD:
- Research trajectory — Progression from coursework to independent projects to publications
- Intellectual sophistication — Publications demonstrate engagement with peer review; research shows ability to formulate and test hypotheses
- Fit with adviser — Experience and interests that align with faculty research groups
- Productivity — For PhD, publications or substantial research output is often expected (varies by field)
Red flags:
- Spelling or grammatical errors
- Formatting inconsistencies (different date formats, bullet styles)
- Vague descriptions (“Worked on various projects”)
- Exceeding one page for UG/Master’s or two pages for PhD without strong justification
- Unverifiable claims (admissions committees may contact referees)
- Mixing tenses or using first-person pronouns (use past tense for completed work: “Designed and executed…”)
Common mistakes
- Focusing on duties, not impact: “Answered phones” is weaker than “Processed 50+ customer inquiries daily with 98% satisfaction rating.”
- Including irrelevant experience: A summer retail job is fine context, but focus on the skills (problem-solving, teamwork) not the role itself.
- Poor formatting: Inconsistent bullets, date formats, or font sizes make the CV hard to scan.
- Padding with weak items: Removing two mediocre items strengthens the résumé more than adding them.
- Including GPA if below 3.5: Unless the programme asks for it, omit low GPAs; admissions committees will see your transcript.
- Exceeding one page: For UG and Master’s, discipline yourself to cut; prioritise recent and relevant experience.
- Missing context: “Led a team” without saying how many people or what the outcome was is incomplete.
- Outdated formatting: Multi-colour résumés, graphics, or non-standard fonts often render poorly in automated systems and admissions portals.
- Exaggerating publication status: Distinguish between “published,” “in review,” “in preparation,” and “planned.” Admissions tutors know the difference.
Typical timeline
- 12 months before application deadline: List all education, work, and experience; note dates and key achievements
- 9 months before: Draft résumé; share with mentor, teacher, or career advisor
- 6 months before: Refine based on feedback; update with recent experience or awards
- 3 months before: Tailor for each programme if needed (e.g., emphasise research for PhD, work for MBA)
- 1 month before deadline: Final proofread; ensure PDF renders correctly; submit with application
- After submission: Update résumé for future applications (internship offers, publications, awards)
Sub-variants or sibling concepts
- Academic CV (extended) — Four+ pages for established researchers; includes full publication list, grant history, and extensive teaching record; used for faculty hiring and research funding, not typical for student admissions.
- Targeted résumé — Modified version emphasising skills or experience relevant to a specific role (e.g., research assistant vs. business analyst); sometimes called a “functional résumé.”
- Europass CV — European standard format; used by some European universities and in EU job applications; available as a template.
- Cover letter — Separate one-page letter accompanying a résumé for some applications, explaining fit and motivation (distinct from the résumé itself).
- LinkedIn profile — Online résumé; increasingly reviewed by admissions committees; keep it consistent with your CV.
Primary sources
- University of California Admissions: CV guidelines for graduate programmes (accessed 17 April 2026)
- The Muse, Indeed Career Guide, and Harvard Extension School — practical CV/résumé templates and advice (accessed 17 April 2026)
- Europass: https://europass.eu (European CV standard; accessed 17 April 2026)
- Individual programme websites — Many list CV/résumé requirements and preferred format
Last updated: 2026-04-17.